ShipMaster EVIMS Manual

ShipMaster eVIMS
( ePMS & ePurchase )
User Manual
© Planmain Quality Consultants (India) Pvt. Ltd.

‘SHIPMASTER’ is a registered trademark. (1999)
ShipMaster eVIMS User Manual
01. Important Notice

This package is the property of Planmain Quality Consultants (India) Pvt. Ltd,
Mumbai, India.
Duplication of the documentation or software is prohibited without the written

consent from Planmain Quality Consultants.
If you require any assistance installing the software or have any questions,
please contact Planmain Support Services at:
Planmain Quality Consultants (India) Pvt. Ltd.

Atur House, 2nd floor
87, Dr. Annie Beasant Road, Worli
Mumbai - 400 018
India
Phone: +91 22 4029 4100

E-Mail: shipmaster@planmain.com
Dec 2021 Planmain Quality Consultants (India) Pvt. Ltd. Page 1

02. Index
01. Important Notice ................................................................................................................ 1
02. Index .................................................................................................................................... 2
03. Subscription Agreement ................................................................................................... 5
04. Introduction ........................................................................................................................ 7
05. Program Access and Terminology .................................................................................. 8
06. Technical Support ............................................................................................................. 9
07. System Overview ............................................................................................................. 10
07.01 Information Organisation............................................................................................ 10
08. Salient Features ............................................................................................................... 11
08.01 Easy Access of information ....................................................................................... 11
08.02 Modular Design .......................................................................................................... 11
08.03 Integration with external documents and forms......................................................... 11
08.04 User friendly, Intuitive Interface ................................................................................. 11
08.05 Data Export and Updates by e-mail........................................................................... 12
9. Quick Start .......................................................................................................................... 13
9.01 Starting ShipMaster eVIMS.......................................................................................... 13
9.02 Security and Access Control ........................................................................................ 13
9.03 Main Window ................................................................................................................ 14
9.04 Getting Around in the system ...................................................................................... 15
9.04.01 PMS ..................................................................................................................... 15
9.04.02 Maintenance History ........................................................................................... 20
9.04.03 Purchase-Management ....................................................................................... 22
9.04.04 Reference Registers ........................................................................................... 24
9.04.05 Master Registers ................................................................................................. 25
10. Database Building ........................................................................................................... 26
10.01 Setting up Master Registers ...................................................................................... 26
10.01.01 Common Registers: .......................................................................................... 26
10.01.02 Maintenance & Purchase: ................................................................................. 27
10.02 Setting up Reference Registers ................................................................................. 30
10.02.01 Common Registers: .......................................................................................... 30
10.02.02 Maintenance & Purchase: ................................................................................. 30
11. Master Registers .............................................................................................................. 31
11.01 Adding records to the shared Master Registers ........................................................ 31
11.02 Adding a Currency and updating the Exchange Rates ............................................. 32
11.03 Adding a Requisition Type record ............................................................................. 34
12. Reference Registers ........................................................................................................ 35

12.01 Common Registers .................................................................................................... 35

12.01.01 Address ............................................................................................................. 35
12.01.02 Budgets ............................................................................................................. 38
12.02 Maintenance & Purchase ........................................................................................... 42
12.02.01 Part Location ..................................................................................................... 42
13. Planned Maintenance System ........................................................................................ 44
13.01 Equipment .................................................................................................................. 44
13.01.01 Purpose ............................................................................................................. 44
13.01.02 Display Equipment List and Details .................................................................. 46
13.01.03 Edit Equipment Detail........................................................................................ 51
13.01.04 Delete Equipment.............................................................................................. 51
13.01.05 Add New Equipment ......................................................................................... 51
13.01.06 Printing Equipment List / Detail ......................................................................... 53
13.02 Inventory Control (Material – Services) ..................................................................... 55
13.02.01 Purpose ............................................................................................................. 55
13.02.02 View Spare Parts List and Detail ...................................................................... 56
13.02.03 Register a New Part .......................................................................................... 59
13.02.04 Edit Part Details ................................................................................................ 61
13.02.05 Link / Delink a Part to / from Equipment ........................................................... 61
13.02.06 Printing Part List / Detail ................................................................................... 62
13.03 Maintenance Routines ............................................................................................... 64
13.03.01 Purpose ............................................................................................................. 64
13.03.02 Display Planned Jobs List ................................................................................. 65
13.03.03 Save & Review Joblists ..................................................................................... 66
13.03.04 To view a Planned Job Detail ........................................................................... 67
13.03.05 Updating a Planned Job Detail ......................................................................... 71
13.03.06 Deleting Planned Job ........................................................................................ 71
13.03.07 Creating A New Planned Job ............................................................................ 72
13.03.08 Reporting of Jobs .............................................................................................. 77
13.03.09 Rescheduling of Jobs ........................................................................................ 82
13.03.10 Surveys.............................................................................................................. 84
13.03.11 Preventive / Corrective Jobs ............................................................................. 85
14.01 Purpose ...................................................................................................................... 87
14.02 Spare Part Transactions ............................................................................................ 87
14.03 Maintenance Log........................................................................................................ 88
15. Purchase Management ................................................................................................... 91
15.01 Flow Chart .................................................................................................................. 91
15.02 Description ................................................................................................................. 91
15.03 Requisition .................................................................................................................. 93
15.03.01 Purpose ............................................................................................................. 93
15.03.02 Display Requisitions List and Details ................................................................ 94
15.03.03 Creating / Editing a Requisition ........................................................................ 97

15.03.04 Cancelling a Requisition ................................................................................. 101

15.03.05 Reset Requisition ............................................................................................ 101
15.04 Sending a Request For Quotation ........................................................................... 102
15.05 Updating Received Quotations ................................................................................ 105
15.05.01 Quotations received by Email ......................................................................... 105
15.05.02 Manual Updation ............................................................................................. 105
15.06 Comparing and Approving Quotation ...................................................................... 115
15.07 Creating a Purchase Order ...................................................................................... 115
15.08 Splitting a Requisition / Order .................................................................................. 117
15.09 Copying a Requisition / Order.................................................................................. 117
15.10 Receiving Parts ........................................................................................................ 120
15.11 Filing a Purchase Order ........................................................................................... 122
15.12 Cancelling a Purchase Order ................................................................................... 123
15.13 Invoice Module ......................................................................................................... 124
15.13.01 Registering Invoice.......................................................................................... 124
15.13.02 Invoice Reports ............................................................................................... 126
16 Administration................................................................................................................ 127
16.01 Database Administration .......................................................................................... 127
16.01.01 Reset Database .............................................................................................. 127
16.01.02 Site Configuration ............................................................................................ 127
16.01.03 Site Share ........................................................................................................ 128
16.01.04 Auto Number Format....................................................................................... 129
16.01.05 Execute Script (If Applicable) .......................................................................... 130
17 User Administration ....................................................................................................... 131
17.01 Role .......................................................................................................................... 131
17.02 Users ........................................................................................................................ 132

03. Subscription Agreement

Software Subscription Agreement
Please read this document carefully before using the software.
You are subscribing to use the ShipMaster eVIMS Software ('Software') and
one or more of its associated modules. The Software is distributed and
remains the property of Planmain Quality Consultants (India) Pvt. Ltd.
(PLANMAIN), is protected by international copyrights, and is transferred to
the original subscriber and any subsequent owner of the Software media for
their use only on the subscription terms set forth below. By using the
enclosed computer program(s) ('Software'), you agree to become bound by
the terms of this license.
Grant of Subscription
Planmain Quality Consultants (India) Pvt. Ltd., grants the original purchaser
(Subscriber) the limited rights to use the Software modules ('Software'), on
the terms and conditions specifically set out in this License.
Term
This subscription is effective as of the time Subscriber subscribes to the

Software, shall continue in effect until subscription ceases all use of the
Software, or until automatically terminated upon the failure of Subscriber to
comply with any provisions of this subscription.
Your Agreement
The Software contains trade secrets and to protect them the Subscriber
agrees to not decompile, reverse engineer, disassemble, cross assemble, or
otherwise change and/or reduce the Software to any other form. The
Subscriber may not modify, adapt, translate, rent, lease, loan, resell for profit,
distribute, network, or create derivative works based upon the software or any
part thereof.

Disclaimers, Limitation of Remedies and Damages
The replacement warranty set forth above is the sole and exclusive remedy
against Planmain Quality Consultants (India) Pvt. Ltd. for breach of warranty,
express or implied, for any default whatsoever relating to the condition of the
Software. Planmain Quality Consultants (India) Pvt. Ltd. makes no other
warranties of representation, either expressed or implied, with respect to this
Software or documentation, its quality, merchantability, performance or fitness
for a particular purpose. As a result, this Software subscription is sold with
only the limited warranty, and you, the owner, are assuming all other risks as
to its quality and performance. In no event Planmain Quality Consultants
(India) Pvt. Ltd. or it’s developers, directors, employees, or affiliates be liable
for direct, incidental, indirect, special, or consequential damages (including
damages for loss of business profits, business interruption, loss of business
information and the like) resulting from any defect in this Software or its
documentation or arising out of the use of or inability to use the Software or
accompanying documentation even if Planmain Quality Consultants (India)
Pvt. Ltd., an authorized Planmain Quality Consultants (India) Pvt. Ltd.
representative, or an Planmain Quality Consultants (India) Pvt. Ltd. affiliate
had been advised of the possibility of such damage.
Planmain Quality Consultants (India) Pvt. Ltd. makes no representation or
warranty regarding the results obtainable through the use of this Software.
No oral or written information or advice given by Planmain Quality
Consultants (India) Pvt. Ltd., its dealers, distributors, agents, affiliates,
developers, directors, officers, or employees shall create a warranty or in any
way increase the scope of this warranty.
Copyright Notice
The software and accompanying manual are copyrighted with all rights
reserved by Planmain Quality Consultants (India) Pvt. Ltd., the Software and
its accompanying documentation may not be copied, in whole or in part,
except in the normal use of the Software or to make a backup copy for
archive purpose only. Any other copying, selling or distribution of this software
is hereby expressly forbidden.

04. Introduction
Welcome to ShipMaster eVIMS
The ShipMaster eVIMS is a comprehensive tool comprising of three basic

modules –
Planned Maintenance System
Inventory System
Purchase System
This manual provides you with an overview on how to install and operate a
standard ShipMaster eVIMS installation. This user guide is designed to be
used as a ready reference for the user.
The optimum utilisation of ShipMaster eVIMS cannot be ascribed to this

manual alone. While it highlights the concepts used in developing the product,
it should also be supplemented with user training and awareness courses.
The included information is about hardware requirements, program

installation and usage.
Note: This manual includes descriptions of all ShipMaster eVIMS options

and features. Your installation may differ from the configured options
and as such can be referred to the ‘Site Configuration Data Sheets’,
accompanying the installation set.
To assist you in use of ShipMaster eVIMS, please consider the following
1. If this is your first exposure to the system, then please read through this
manual completely.
2. Familiarise yourself with the different sections of the manual to gain an
overall view and understanding of the system.
3. Please ensure that the computer and peripheral devices such as ‘Printer’
and ‘CD ROM Drive’ are connected properly. The ‘System Requirements’
outlined below will highlight the recommended set-up.
4. The ‘Introduction’ section is an overview of the system, and will work you
through step by step in various modules and procedures.
5. Detailed description of each module is highlighted in individual chapters.
6. The ShipMaster eVIMS is designed to provide a uniform interface for all
modules, and makes it very easy to get familiar with the system. However,
some of the menus and options will be disabled or will behave differently
depending upon the module used. Please pay attention to the prompts and
hints provided by the system.

05. Program Access and Terminology

All features of ShipMaster eVIMS can be accessed using either keyboard or
a mouse. Only the text and numerical values are entered using the keyboard.
All mouse operations are consistent with Windows standard conventions. To

navigate through the system, simply point the mouse at the selection and
click the left mouse button.
ShipMaster eVIMS is a modular and highly flexible system; with provision for
more than one ways of initiating a particular operation. This manual will only
describe the direct methods of using various menus and options, and the
users are encouraged to practice and find alternate routes.

06. Technical Support

If you have any questions or need support beyond the scope of this User
Manual, contact us at the address below. We also appreciate your
suggestions and comments that will help to make this product even more
user-friendly.
Planmain Quality Consultants (India) Pvt. Ltd.
Address:
Atur House, 2nd Floor,
87, Dr. Annie Besant Road,
Worli, Mumbai - 400 018.
India.
Telephone: + 91 22 4029 4100

E Mail shipmaster@planmain.com

07. System Overview

07.01 Information Organisation
ShipMaster eVIMS is an internet/cloud based vessel information
management system that will provide the user with a tool incorporating the
VIMS
ShipMaster eVIMS is a highly modular customisable system - Reports
generated from the system can be customised to suit the company
requirements or formats.
Planned Maintenance module helps you to-
 Register all the vessels in the fleet, their equipment, spare parts and
maintenance schedules.
 Organise and Schedule maintenance tasks on daily, weekly, monthly,
hourly and user customised basis
 Report maintenance work carried out; Planned or unplanned including
checklists, readings & measurements and spare part consumptions.
 Update Inventory levels and storage locations of Spare Parts.
 Refer to maintenance and spare part transaction logs and histories.
Purchase Management module provides the facility to-
 Make Requisitions: on board and in office

 Process Requisitions in office –
o create Request for Quotation forms for sending to vendors
o update received Quotations; compare them and approve
o convert Quotations to Purchase Orders
 Record Receipt of Ordered items on board
 Automatically Update Stock Inventories for received articles
 Complete Invoice system

ShipMaster eVIMS User Manual User Manual
08. Salient Features

08.01 Easy Access of information
ShipMaster eVIMS collects and manages diverse information about various
Equipment, Spare Parts, Purchase and Transaction Logs registered and
presents this information in a simple, organised manner
08.02 Modular Design

ShipMaster eVIMS has a very compact, modular structure. These modules
are designed to seamlessly interact with each other and can be activated or
more features added depending upon customer requirements.
The modular, object oriented design of the system provides flexibility to the
customer to maintain the data, and “build” or add on to the base as the
familiarity with system and requirements grow. This also gives possibility to
provide highly customised system to suit individual customer needs and
philosophy.
08.03 Integration with external documents and forms

ShipMaster eVIMS has a very powerful feature that allows the users to link
external documents into the system.
This presents unlimited possibilities as customised reporting formats, digital

photographs, or scanned documents can be linked to reports.
The user can launch these external documents directly from ShipMaster
eVIMS.
08.04 User friendly, Intuitive Interface

ShipMaster eVIMS is very easy to learn and use. The user interface is
designed to present necessary details to the user, so that all data operations
can be performed quickly and efficiently.
ShipMaster eVIMS has following features that make operation simple-
a. Search and Sort capability – The user can select the data to be located
and simply types the first few characters and click on Refresh. The system
will then put the user directly close to the desired data.
b. The data can be sorted simply by clicking on the column header when
presented in a tabular view.
c. All links to Reference and Master Registers have a convenient Look Up
dialogs, using which the user can view lists and select a valid option.

ShipMaster eVIMS User Manual User Manual
08.05 Data Export and Updates by e-mail

ShipMaster eVIMS dynamically tracks the changes made to the database.
The Data Replication Engine facilitates synchronisation of ship-office reports
using any conventional ship-shore email system. The data is automatically
compressed before mailing, to reduce overhead cost of communication.

9. Quick Start
This section describes how to get ShipMaster eVIMS up and running as fast
as possible. This section is intended to provide you with enough information
to get you started.
9.01 Starting ShipMaster eVIMS

Start Internet Explorer/Mozilla Firefox/Chrome or any other internet browser.
Type the address or site name provided to you. The ShipMaster eVIMS will
now start and present you with a login dialog box.
9.02 Security and Access Control

A Login Dialog box is displayed. Only on acceptance of the correct
combination of User Name and Password, the ShipMaster eVIMS will
proceed further.
Further access for the various modules, is controlled by the User

configuration and the user may be assigned an access either no permission,
read only or full access.

9.03 Main Window

Once you have successfully completed login, the Main Window is displayed,
as follows.
The main window displays a list of Modules. Upon a single click each of the
Modules will display sub modules / features for the selected module in the
same window.
The sub modules & details for each module will be displayed in the same
screen as follows.

9.04 Getting Around in the system

The ShipMaster eVIMS is designed to be fully functional with the keyboard
and mouse. All commands and conventions are designed to be standard, and
present the user with an interface that is consistent.
9.04.01 PMS
The PMS module includes the Planned maintenance i.e. Equipment,

Inventory Control (Spare Parts), Maintenance Routines (Jobs)..
9.04.01.01 Equipment
The Equipment register forms the core of the ShipMaster eVIMS and lists all
machinery / items that may have spare parts associated with them.
On selecting the Equipment register, by clicking on equipment icon. it displays
a tree view of the equipment. To go further in the equipment hierarchy, click
on > sign.
Alternatively click on the List View icon to list the equipment in list view.

TREE VIEW
Upon locating the desired Equipment, select the equipment and click on Open
button from the menu bar to view Equipment Detail window. The various tabs
of this window display all information, such as Spare Parts, Spare Part
Transactions, Planned jobs, External Attachments, etc, linked to this
equipment.
Kindly refer the section on Equipment under Planned Maintenance Module for
details.
LIST VIEW
Tree
Refresh icon View
Icon
Filter Criteria
Single
click on
EquipNo
Link
9.04.01.02 Inventory Control

The `Material-Services register provides options for management of Spare
Parts and consumable items such as provision, lubes, paints and general
stores items. Click on Material-Services icon.

Whereas Spare Parts for particular Equipment may be viewed from the
Equipment Detail window, the Material-Services register may be used to
search for spare parts across the Equipment, using the Filter Criteria (Part
Name, Ref No, Drawing No/Pos No, etc) that appears in the filter panel.
Filter Criteria
Kindly refer the section on Inventory Control of the Planned Maintenance

System module for details.
9.04.01.03 Maintenance Routines
The Maintenance Routines register provides means for scheduling and

reporting of maintenance tasks for the Equipment.

Planned Jobs, Jobs Due This Month, Jobs Due in Next 1 month allows
listing of jobs as the names suggest, i.e. Planned Jobs will list all jobs, Jobs
due this month will list all jobs that are due in the current calendar month and
Jobs Due in Next 1 month will list all jobs having due dates in the next
calendar month.
Each of these registers has the Filter Criteria that may be used to drill down
for viewing selective data.
Filter Criteria
Overdue Jobs register may be used to view list of jobs that have due date
less than first of the current calendar month
The program provides the user with an option to reschedule jobs. All such
jobs that have been rescheduled are listed in the Rescheduled Jobs
register.

One of or Corrective / Preventive Jobs may be created for equipment. All

pending jobs of this nature may be viewed from the Preventive/Corrective
Jobs register
Status of jobs for CSM and Surveys may be checked from the Surveys
register and can be used for planning surveyor’s Ship Visits.
Kindly refer the section on Maintenance Routines of the Planned

Maintenance System module for details.

9.04.02 Maintenance History

Spare Parts Transactions are recorded while receiving Purchase orders for
listed items and while updating inventory. The folders under this section allow
for global or selective viewing of requisite records, which can be filtered, using
the Filtering Criteria.
A Maintenance Report is created when any job is reported by users. All such
reports may be collectively viewed from the Maintenance Log Detail and
further filtered for selective data using the available Filter Criteria.
Click on Maintenance History.
9.04.02.01 Spare Parts Transactions

All spare part transactions i.e. consumption of spares during maintenance
tasks, inventory updates during stock taking or manual logging of spares,
stock adjustment and goods received from vendors for the Purchase Orders
placed with them, can be filtered using the Filtering Criteria.
9.04.02.02 Maintenance Log

The Last Year, This Year and This Month groups may be used for pre-
selecting time periods and then filtered for selective data using the Filter
Criteria. For viewing only Maintenance Log records where users have entered
remarks while reporting jobs, the With History folder may be utilised.

Filter Criteria

9.04.03 Purchase-Management
Purchase of items such as spares, consumable items, chemicals, paints, etc
and services for vessel (and even items and services for office use ) may be
done using this module. The program is well equipped with features for the
entire Purchase process cycle i.e. creating Requisitions by selecting the
requisite spare parts from the database, followed by processing by the
purchasers. Generation of Request for Quotes, updating prices from vendor
quotes, making quotation comparisons and creating Purchase Orders for the
spares. Once these items are received, the system provides for registering
the receipt of the orders. The received quantities automatically update the
stock values of the respective listed spare parts. Received & Completed
forms may finally be Filed for reference.
9.04.03.01 Requisition
The Requisition folder lists all forms in status Requested / Quotation /
Cancelled Requisition. Selective forms may be filtered using the Filter Criteria
fields.
Single click on a particular requisition no. link (in blue letters) in the list
displays the detailed requisition in a new window. Colouring is used to
differentiate requisitions with different status.
Filter Criteria

9.04.03.02 Quotations
The RFQs sent to vendors and updated quotations received from them, are
listed in this group. Use the Filter Criteria for viewing selective data. A click on
vendor name in the list displays the detailed Quotation in a new window.
Filter Criteria
9.04.03.03 Purchase Orders

The Purchase Orders group lists all forms in status Ordered / Sent / Received
/ Short Supply / Completed / Cancelled PO. Selective forms may be filtered
using the Filter Criteria fields. Single click on PO No (in blue letters) on a
particular item in the list, displays the detailed Purchase Order in a new
window.
Filter Criteria
Kindly refer to the section on Purchase Management module for details.

9.04.04 Reference Registers
During database building and also during day to day processing, certain items
are used frequently; for sake of standardisation and user’s convenience, such
items are defined in the groups under Reference registers.
9.04.04.01 Common Registers: Address, Budgets

Addresses may be used to register the Makers, Vendors, Suppliers, Service
Providers, Agents, contact information, such as individual’s name, address,
telephone / facsimile / cellular phone numbers, email address, Preferred
currency, payment terms, etc. When recording equipment and spare part
information, the contents of Address are available by using a dialog box with
search facility. Likewise, while processing requisitions – sending RFQs, and
assigning a Delivery address – the contents of Address may be accessed.
Budgets group facilitates creation of budgets for account codes. When

account codes are assigned to Requisitions, the expense values reflect on
the budget for the respective account codes. Office users can make use of
this powerful feature while planning purchase / providing service to the ships.
9.04.04.02 Maintenance & Purchase

Reference register pertains to Purchase and Maintenance modules, namely
Part Location.
The storage locations of spares on board can be organised in the Part

Location register. The list is available to users while registering spare parts in
the database.

9.04.05 Master Registers
Options for commonly used fields while building database and also while
processing data, are defined in the Master Registers.
These are subdivided into groups as per applicable modules.
9.04.05.01 Common Registers:
Department, Account Code, Currency, Currency Log.

As the names of the registers suggest, the values for each of them are set as
a first step in database building.
The values then become available as options in lookup, where required. For
example, when creating or editing a requisition, the contents of Account Code
are displayed in lookup for selection.
9.04.05.02 Maintenance & Purchase

This group of Master Registers contains items pertaining to the Maintenance
& Purchase module.
Part Unit, Part Type, Requisition Priority, Requisition Type, Delivery Terms,
Payment Terms, Equipment Condition, Equipment Category, Port of Delivery,
Tax Type, etc.
The items listed under each of these registers appear to the users as
reference, as and where applicable.
For example, the items listed Part Unit and Part Type registers appear as
options when registering or editing Spare Part details.

10. Database Building

It is recommended that the database building for ShipMaster eVIMS be
carried out sequentially, as follows:
Step 1: Master Registers > Common Registers, Maintenance & Purchase,

Step 2: Reference Registers > Common Registers, Maintenance & Purchase,
Step 3: Planned Maintenance > Equipment
Step 4: Planned Maintenance > Maintenance (Jobs)
Step 5: Planned Maintenance > Spare Parts
Step 6: Set Up Site Configuration
10.01 Setting up Master Registers

The first step in database construction for ShipMaster eVIMS is the setting
up of Master Registers.
Master Registers are tables that are defined prior to actual database building
for the vessels. These registers may be set as standard lists that can be
shared amongst ships or class of ships. This ensures that the database
content has standard references for similar values. This fleet wide / vessel
class wise standardisation can be achieved by employing the Sharing feature
of Database Administration. Kindly refer the relevant section of the manual for
details.
It is recommended that all registers under Master Registers be configured as

common for the fleet. This ensures that whenever an update is made in office
the changes are synchronised to all the ships.
The Master Registers are grouped as follows:
10.01.01 Common Registers:

Department List of departments for categorising equipment
example – Deck, Engine, Safety, Electrical.
Values from this list are referenced in Equipment and
Requisitions
Account Code Account Heads used by Finance to group expense

heads.
These codes are referenced in Budgets, Master Jobs,
Planned Jobs, Requisitions and Spare Part
Transactions
Groups Ship Officers and Engineers – users of the VIMS

program who are assigned responsibility of carrying
out maintenance tasks.
Groups are assigned to Master Jobs and Planned
Jobs
Ship Type Lists the various classes of vessels in the fleet.

Items are referenced in the Ships Register
Ships Lists the Ships in the fleet registered for VIMS and

some general information
Currency Various currencies along with their exchange rate

with reference to a base currency.
Currencies are referenced in Spare Parts, Part
Transactions, Requisitions and Quotations.
Currency Log A currency log record is created at every update of

currency exchange rate.
These log records have a validity date and are used
for converting to base currency values as per
applicable date.
Rank Individual type.

Example – Crew, Passenger etc
Ranks are referenced when registering an injured
person’s details in a Smart Report.
Originator Originator of Smart Report

Originators are referenced when registering a Smart
Report.
10.01.02 Maintenance & Purchase:
Part Unit Units of Measurement. Example – Metre, Kilogram,

Litre, Piece etc. Values from this list are referenced in
Spare Parts, Requisitions and Quotations
Part Type Spare Part Categories. Example Spares,

Consumables, Chemicals, Paint etc. Values from this
list are referenced while creating or editing a Spare
Part detail.
Requisition A list indicating the level of urgency for processing a

Priority requisition. Example – Normal Supply, Urgent.
Requisition Priority options appear as a drop down list
when creating a Requisition.
Requisition Categories of requisitions are listed here.

Type Example – Spares, Consumables, Services, Paint etc
Requisition Type Values from this list are referenced
while creating a Requisition.
Delivery Terms Options such as Deliver to Forwarder or Deliver on

board, that may be used when creating a Purchase
Order.
These options appear on a Requisition and Purchase
Order Detail as a drop down list
Payment Terms List of terms of payment.

Example – 30 days credit, Cash on board, Full
Advance etc

Payment terms can be assigned to Address Detail

and Requisition / PO detail (drop down list). When
assigned to an Address, it is automatically assigned
to a Requisition / Purchase Order, when the (vendor)
Address is selected for the Requisition.
Port of Delivery Ports can be listed here.

When Creating a Purchase Order, the list of codes is
displayed as a drop down list, to designate a Port of
Delivery.
Equipment Options for Physical condition of machinery are listed

Condition here. Example – Satisfactory, Downgrade, Scrapped,
Spare etc.
Equipment Condition options are available as a drop
down list when creating / editing equipment. Choice of
condition will automatically set its status to active /
inactive automatically.
Equipment Categories for machinery are defined in this register.

Category Example – LSA, FFA, Electrical, Mechanical etc
Equipment Condition options are available as a drop
down list when creating / editing equipment
Job Type List of codes for standard maintenance types.

Example – OH: Overhaul, CHK: Check, INS: Inspect
Up to 3 different job types can be assigned to every
Master Job. The list of job types are available from
Master and Planned Job Detail
Job Category Categories of Maintenance for certain special

situations / conditions may be defined in this Register.
The content appear as a drop down list when creating
/ editing Master Jobs and Planned Jobs
Risk Code Risk Codes with identified Hazards as defined in the

SMS may be listed for Risk Analysis on Maintenance
Tasks
The Risk Codes are available when creating / editing
Master Jobs.
Fault Code Standardised codes for reporting machinery faults.

While reporting a maintenance task, the list appears
as a drop down list.
Fault Reason Standardised codes for reporting machinery fault

reasons.
Fault Result Standardised codes for reporting machinery fault

results.

Tax Type Standardised codes for defining various tax types

applicable.

10.02 Setting up Reference Registers

The next step in database construction for ShipMaster eVIMS is setting up of
Reference Registers. However the process of building up these registers
would go on simultaneously with the modules and even beyond, once the
system is put in service.
Similar to the Master Registers, there is a provision to share the Reference
Registers amongst the entire fleet or ships of similar class by employing the
Sharing feature of Database Administration. Kindly refer the relevant section
of the manual for details.
The Reference Registers are grouped as follows:
10.02.01 Common Registers:

Address Address book lists equipment makers, vendors and
suppliers for purchase, ship’s agents, etc
Values from this list are referenced in Equipment,
Spare Parts, Quotations and Requisitions.
Budgets Lists Budgets for accounting heads per financial year.

As purchase and maintenance expenses are linked to
respective accounting codes, their budgets reflect the
amount committed, paid and balance per month.
10.02.02 Maintenance & Purchase:

Part Location List of storage locations for spare parts to be
organised as per actual locations on board.
The values of this list appear as a drop down while
creating / editing spare parts.
Master Job List if all job procedures, to be prepared from maker’s

manuals or as per company guidelines.
These jobs can be linked to Equipment while creating
Planned Jobs to automatically transfer the Job
instructions to the respective planned jobs.
Comments Users may record notes for individual equipment

using the Comments tab in equipment.
The consolidated list may be viewed from the
comments register
Running Hour List of equipment having Running hour meters.

Meters Users to regularly update readings from this register
to automatically calculate average hours run by
machine per day.
These records are referenced in Planned Jobs for
those tasks where maker indicates intervals in Hours
Superintendent Superintendents may register their reports when

Remarks monitoring the system.

11. Master Registers

11.01 Adding records to the shared Master Registers
To achieve fleet wide standardisation for reference values in the various
modules of the program, the master register records shall only be added or
edited in Office. Every vessel will automatically receive updates while
replicating data from Office.
The procedure to add a record, is identical for the following registers.
Department Account Code Currency

Part Unit Part Type Payment Terms
Requisition Priority Delivery Terms Equipment
Condition Equipment Category Port of Delivery
Tax Type Requisition Type
1. Select the register on the left hand panel.

2. Click on Refresh icon in the toolbar.
3. The existing records in the register will be displayed; to add a new record
click on the Add New icon.

4. Type a Code (no special characters & space allowed) for the new record
in the blank field below Code Column. The description can be then keyed
in the adjoining field.
5. Click on the Save icon to save the record.

11.02 Adding a Currency and updating the Exchange Rates
1. From the program home window, Master Registers > Common Registers,
select the Currency register.
2. Existing currencies will be displayed along with their exchange rates with
reference to the base currency.
3. To add a new record select site as ‘Office’ and thereafter click on the Add
New icon.
4. Select site as ‘Office’ and key in the 3 character code for the currency, the
description, exchange rate and the exchange rate ‘Valid From’ date in the
blank row. Click on the Save icon to save the currency.
The exchange rate must be expressed as unit foreign currency = <x>
unit/s of base currency
Example - if USD is the base currency, the exchange rate for a currency
with higher value such as GBP should appear as 1.6081

5. To update the exchange rate of existing currencies, in the Currency

register, select the currency to be updated and click on Update Icon.
Thereafter, key in the latest currency values in the Exchange Rate column
and select the appropriate date in Valid From column against each
currency. On completion of update, click on the Save icon. The Cancel
icon may be used at any point to reverse the changes.

11.03 Adding a Requisition Type record

1. From the program home window, Master Registers > Common Registers,
select the Requisition Type register
2. Existing Requisition Types are displayed.
3. Click on the Add New icon on the toolbar to add a new Requisition Type.
4. Select site as ‘Office’. Key in a code for the Requisition Type and its
description in the respective blank fields. Then enter value for the Format
No field as 1. The function of this field is to allow different Print templates
for Quotations and Purchase Orders depending on the Requisition Type
selected. Kindly contact us for customising Print templates to your
requirement. Click on Save.

12. Reference Registers

12.01 Common Registers
12.01.01 Address
12.01.01.01 Purpose:
The program operates with an address list for registration of address
particulars related to suppliers, manufacturers, agents, authorities, etc as
required for vessel operation. Addresses from the list may be linked to
Equipment, Spare Parts, Requisitions and Quotations.
12.01.01.02 Display Address List and Details:

To view the Address list, from the Home Screen > Reference Registers >
Common Registers and then Address.
The following screen will be displayed where the Filter Criteria may be used
for viewing selective data. To view all records, leave these criteria ‘as is’ prior
to clicking the Refresh button on the toolbar.
List of all addresses.
! Tip: When entering text or characters in the Filter Criteria field/s,

prefixing the % sign (wild card) helps achieve better results for
your search.
User can update filter criteria and thereafter click on Refresh button to view
results basis parameters in filter.

Filter Criteria
To view the Address Details of an individual item from the list, click on Code
of the address, to view the following screen
The screen shows the address particulars: Address Code, Name, Type,
Contact Person, Address, Telephone, Facsimile numbers, email address and
Currency, etc.
A field for B2B code is available and applicable where vendor and your
company subscribe to the LesConnect service (kindly contact us for more
information on this B2B service).
RFQ Type has a drop down selection for choosing the mode of sending RFQ
forms for ship’s requisitions. The available options are Print (default
selection), Excel (updatable spreadsheet) and LES.
When an address is selected for sending a RFQ, the option selected in this
field will be the default mode for sending the form.
12.01.01.03 Update Address Detail

From the list of addresses, click on the Code of the item to be modified. All
fields except the Address Code are updatable by directly clicking in the
required field or using the drop down buttons. Click on Save button.
12.01.01.04 Delete Address

To delete an Address record, select the same from the list or open it to view
details and click on the Delete button in the toolbar.
Upon accepting the confirmation message prompted, the address will be

deleted from the database.

NOTE: Please attempt deletion carefully. If references to the address

exist in the database, the system does not permit deleting until
the references to the address being deleted or removed.
12.01.01.05 Register a new Address

To register a new Address, click on the Add New button on the toolbar. Blank
address detail window will open, update all relevant fields and then click on
the Save button from the toolbar.
When registering a vendor’s information, RFQ Type must be updated

appropriately. This field has a drop down selection for choosing the mode of
sending RFQ forms for ship’s requisitions. The available options are Print
(default selection), Excel (updateable spreadsheet) and Les.
When the address is selected for sending an RFQ, the option selected in this
field will be the default mode for sending the form.
As the address list is usually global in nature (shared amongst all ships) it is
recommended that the access to add and update any record to this register
be restricted to Office Users only. For any address required by vessel users,
a request may be sent to the office for addition of the said item. Once added
in office this item will then be replicated to all ships by reverse exports from
office.

12.01.02 Budgets
12.01.02.01 Purpose
Budgets are created for account codes (per ship) to keep track of expenses
versus allocation of funds. The account codes are assigned to requisitions
and their costs reflect on the budget.
12.01.02.02 Display Budget List and Details

To view the Budget list, click on Home Screen > Reference Registers >
Common Registers and then Budget. Select Site, Budget Year or Status and
click on Refresh.
The following screen will be displayed, where the Filter Criteria may be used
for viewing selective data. To view all records, leave these criteria ‘as is’
before clicking the Refresh button on the toolbar.
!! Tip: When entering text or characters in the Filter Criteria field/s,

your search.
In ShipMaster eVIMS, budget hierarchy is maintained. All major account

heads are displayed with a + sign prefixed to them.
Click on + sign to view sub account codes under the main account codes.

For viewing individual budget detail, click on account code blue link.
Upcoming window will display the details of budget for selected financial year.
The Currency is automatically selected as base currency set for the Site in
Site Configuration.
For the purchase Orders made using the account code through a month, their
Purchase Order amount reflects in the committed Amount column. Likewise
when payments are made and recorded on the Purchase Order, these are
updated in the Paid Amount column.
12.01.02.03 Update Budget Detail

Budgets only in Proposed/Approved status can be updated. All budgets
having status Cancelled/Filed cannot be updated.
Locate the budget you wish to update, thereafter, click on Edit and thereafter,
update the budget. Only budget amount is updatable. Click on Save button to
save changes.

12.01.02.04 Register a New Budget

To register a new Budget, click on the Add New icon from the toolbar. In the
Budget Detail window that opens up, select the site from drop down menu.
Click on + sign against the Budget Code field. This opens the Select Account
Code dialog box; select the account for which an amount is to be budgeted.
Click on Select to assign the account code to budget.

Update budget amount and budget year. Click on Save to save changes. If
required update Warning in percentage. System will always prompt you to
save the changes.
For the budget to start tracking the purchase / expense, it must be approved.
From the toolbar, click on the Approve Budget icon.
Message ‘Budget approved successfully’ appears on top right hand corner of

the screen.
The status of the Budget is then Approved and will track the Purchase and
Expense for the account codes and budget year.

12.02 Maintenance & Purchase

12.02.01 Part Location
12.02.01.01 Purpose
Part Locations are to be created for registering storage locations of Spare
Parts and Equipment.
12.02.01.02 Display Part Location list and Part Location Tree
To view the Part Location list, go to Home Screen > Reference Registers >
Maintenance & Purchase Registers and then Part Location (TreeView).
The following screen will be displayed where the left side will display the
locations in a tree view. User can click on > ahead of any location to view
child locations under selected parent location.
To view the Part Locations in a list format, click on the ListView button.
12.02.01.03 Update a Part Location

Highlight the record to be updated. Click on Update icon. User can update the
Code, Description, Parent code. Parent Description will appear
automatically... Click on Save after updating the location.
12.02.01.04 Delete a Part Location

To Delete a Part Location, highlight it and click on the Delete icon from the
toolbar.
Click on Ok when prompted to confirm or Cancel to reverse change.
12.02.01.05 Register a New Part Location

Click on the New icon and a blank record created in a separate window.
Update Code, Description, Parent Code. Parent Description will automatically
appear after selecting code. Click on Save to register the new item.
However, adding/updating of locations shall be carried out on the vessel in

ShipMaster VIMS.


13. Planned Maintenance System
13.01 Equipment
13.01.01 Purpose
The purpose of the equipment module is to administer all information about
machinery that have spare parts or Jobs attached to them.
By default, user can view equipment in a hierarchical format. User can go
down levels by clicking on > preceding the parent, as follows.
- Main Group
- Sub Group
- System 1
Equipment 1 / Sys 1
Equipment 2 / Sys 1
- System 2
Equipment 1 / Sys 2
Equipment 2 / Sys 2
Equipment can also be viewed in list format by clicking on ListView icon.

Using the filter on top, to filter for particular equipment. Following fields in a
tabular form lists the existing equipment in the system:

Equip. No Is user defined - it may be a number, text or

combination of both. The schema for numbering must
be organised for users’
Equip. Name The name of the equipment
Department Department to which the equipment belongs (Deck,
Engine, Electrical, etc.)
Type Type of the Equipment
Location Physical location of the Equipment
Serial No Serial No. of the Equipment from the maker’s
Identification plate on the Equipment
Maker Manufacturer / Supplier of the Equipment
Inst Year Year of installation
Condition Indicates Equipment condition is satisfactory /
downgraded / scrapped / spare, etc.
Category Such as Critical / General / FFA / LSA etc
Class Code Classification Society code for the Equipment (if any)

13.01.02 Display Equipment List and Details

To view the Equipment list, click on Planned Maintenance > Equipment. Then
click on ListView to search equipment by giving search criteria. Select a Site
and click on the Refresh icon from the toolbar to list the complete list of
Equipment for the selected site.
The following screen will be displayed where the Filter Criteria may be used
for viewing selective data.

your search.
Example for filtering selective data:

1. To search for equipment containing the word pump and belonging to
the Engine department.
In the Name field of the Filter Criteria, type %pump and select the
Engine department from the drop down menu for the relevant field.
Click on the Refresh icon to display the list of equipment containing
the word ‘pump’ belonging to the Engine department.
2. To search for all Main Engine sub equipment:
With use and familiarisation of the numbering system, whole or part of
the Equip. No. may be used for the search. All main engine sub
equipment like cylinder heads, exhaust valves, etc, have equipment
numbers starting with 601, i.e. the system no for main engine.
Likewise typing 601 or ME (depending on the numbering convention in
use) in the Equip. No. field and clicking on Refresh will display the list
of Main Engine Equipment.
To view the Equipment Details of an individual item from the list view, click on
the equipment no. coloured in blue.
To view the Equipment Details of an individual item from the tree, highlight
the equipment and click on the Open icon from the toolbar.

Following screen will appear displaying details of equipment.
Equipment Detail has following tabs placed vertically at left side
13.01.02.01 Detail
Equipment specifications such as Maker, Model / Type, Serial No,
Classification Code, Running Hour Meter and other machine specific details.
Active status (Yes indicates equipment is in use, No indicate spare or out of
service).
13.01.02.02 Spare Parts
All Spares linked to the equipment will be listed here. Using the icons on the
toolbar, the user may Add New Parts, Link Parts to the equipment or DeLink
Parts from the equipment.
User may view details of the spare part by clicking on blue coloured Part No
link

13.01.02.03 Planned Jobs

List of planned jobs linked to the equipment. User can add new job, report job
and reschedule jobs using options on toolbar. Overdue jobs are prefixed with
RED colour.
13.01.02.04 Comments
Comments basically indicate any crucial information about that equipment
which needs to be recorded for future reference. The Chief Engineer can use
this facility to record part of handover report concerning this equipment.

Maintenance log will keep a record of all jobs done for this equipment. User
can click on blue link.

13.01.02.06 Spare Part Transactions

Lists all transactions of spares consumed for jobs, received from Purchase
Orders or manual update of the stock. The transactions listed are for all spare
parts linked to the equipment..
13.01.02.07 Requisitions
The list of all requisitions created for this equipment will be displayed. User
can click on blue VR NO link to view details about the requisition.

13.01.02.08 Attachments
For the user’s convenience, technical documents such as scanned images or
soft copies of Maker’s Bulletins pertaining to equipment may be linked using
the Upload button from the taskbar.
- On the Attachment dialog box, Type the Description.

- Click on Select file.
- From upcoming window, select the desired file and click on the Open
button.
- Click on the Upload button.

- File uploaded successfully message appears.
To open and view linked documents, select the Attachment from the list and
click on the View button. System will prompt user to download and save the
file. After downloading the file, user can view the attachment.
However, attachments for the equipment will be added on board in

ShipMaster VIMS.
For detaching the attachment, select attachment and click on Detach.

13.01.03 Edit Equipment Detail

View Equipment Details using the procedure for searching equipment
mentioned above. Any detail, except for the Equip. No. may be modified from
their respective fields. The Save and Cancel buttons become active after
making any such modification, click the former to save the changes made. To
reverse changes made, click the Cancel button.
13.01.04 Delete Equipment

Select the equipment to be deleted from the Equipment list displayed and
click on the Delete button.
! Warning: Exercise utmost caution when deleting any equipment - all

part links, planned jobs, maintenance history, part history,
requisitions, purchase Orders will be automatically
deleted.
Accept the warning prompt to proceed with equipment deletion; Select Cancel
to reverse change.
13.01.05 Add New Equipment

Prior to adding new equipment to the database, please check if the database
already contains that equipment (perhaps with a slightly different name).
Decide what system the new equipment should belong to.
Example - To add a sub equipment of the Main Engine

Filter for equipment belonging to the group / system.
From the list obtained, check where the new equipment may best fit in and
then a new number may be assigned accordingly.
Please note that the numbering system detailed here is only for
guideline and may vary in your installation.
To add MAIN ENGINE CYLINDER LUBRICATOR, click on the Add New
button of the Main Program window.
Key in the Equip No. and Name fields.
Update model type, serial number & installation year.
Select the Maker Code by clicking on the +sign button near the Maker field.
In the Maker dialog, you may search for the maker by the name, code,
country, type or keyword. If unsure, leave all search criteria blank and click on
the Filter icon on the dialog box. A list of makers will then be displayed, and
the required item may be selected.

your search.

Select the appropriate maker from the list and click on the Select button. If the
required maker is not present, it may be added by clicking on New button
from same window, else new address can be added from Address in
Reference Registers > Common Registers.
Update Class Code manually and values for Department, Location, Condition
and Category fields to be selected by clicking on + sign.
The Parent Equipment determines the arrangement for the Tree view; the
equipment will appear as a child of the selected Parent Equipment.
To select a Parent Equipment, click on the + sign button to the right of the
Parent Equip No field.
In the Look Up Parent Equipment dialog, you may search for the Equipment
by typing the Equipment Number or Name in the search box/es. Click on the
Filter icon on the dialog box.
Select the appropriate Equipment from the list and click on the Select button.
The Equipment Number and Name of the selected item appear in the Parent
Equip No. and Parent fields of the Equipment Detail. The new equipment
(upon saving) will then appear as a child of the Parent Equipment in the Tree
View.
When rotating equipment are registered in the database and recording the
lifetime running hours of each equipment is required, link the equipment to the
Hour Meter of the Equipment on which the running hours of the current
equipment depends on.
The Condition of the Equipment may be selected to reflect the current status
of the machine (in Use / spare). This automatically enables or disables the
clocking of the running hours for that instance.
Click on the Save icon to register the Equipment.

13.01.06 Printing Equipment List / Detail
Filter for the list of Equipment using Refresh button and click on the Print.
Click on PDF options and thereafter click on Print.
The displayed list of equipment will be presented as a separate PDF

Document. The same may be saved to a local folder / printed directly.

Click on equipment no. to get details about that particular equipment.
Click on the Print icon to generate a detailed print out of the selected
Equipment. The system will prompt user to print equipment details along with
other options like with spare parts, with planned jobs, with maintenance log
etc. User can tick the required option and thereafter click on PDF.
The displayed list of equipment will be presented as a PDF Document. The

same may be saved to a local folder / printed directly.

13.02 Inventory Control (Material – Services)

13.02.01 Purpose
The Planned Maintenance module has a Material List register under Inventory
Control for registration of spare parts and consumables.
This register gives the list and details of all spare parts in the database.
The following fields in a tabular form identify Material-Services.
Site Name The vessel name under which the part is saved
Stock List This will display saved stock lists
Part No. Spare Parts numbers follows the equipment code + ****
running number starting from 0001 to 9999. E.g.
60130011.0001
Part Name Spare part names ought to be according to the maker spare
part list
Stock Total stock on ship
Drawing No Drawing no. from maker’s manual
Pos No. Position No. on the drawing from the maker’s manual
Ref No. Maker’s Part/Reference No. from manual
Maker Manufacturer’s Name
Unit Unit of purchase or consumption of parts i.e. pieces, kg, lit,
etc
Location Location where the part is stored
Part Type Major Part Classification – Spare / Consumable / Service
Unit Price Cost of the part
Currency Purchase currency of part
Mini Minimum essential stock
Maxi Maximum stock that may be stored
Order Stock quantity at which part to be ordered
Last Rcvd Date Date when the part was last received
Last Rcvd Qty Qty received in last purchase order
Remarks Any additional information about that part/consumable

13.02.02 View Spare Parts List and Detail

Select Material Services register from the Planned Maintenance > Material
Services.
The required Filter Criteria can be entered (Part Name, Maker’s Part No. /
Drawing No., etc for viewing selective spare parts).
Click on the Refresh icon from the toolbar, to view a list of required parts.
Various combinations of the filter fields may be used to make the search more
specific.

your search.
To view the details of a spare part, click on the Part No. (in BLUE) of desired
spare part.

The Parts Detail screen has following six tabs.
13.02.02.01 Details
Lists part specifications such as Part No., Part Name, Maker, stocked quantity
and Unit, storage Location, Drawing No. / Position No. / Maker’s Part No.
from the maker’s manual (Maker’s Reference). A Part Type option is selected
depending on the kind of material – spare / consumable / paint / chemical,
etc. Remarks allow for free text editing to include more details about the part.
All information entered in the Part Detail is automatically carried over to the
item details when including it in a requisition. All fields marked with * are
mandatory.
13.02.02.02 Used For Equipments

Lists all the equipment to which the part has been linked. Additional
applicable equipment can be linked (using Link Equipment button) and
existing equipment can be delinked (using DeLink Equipment button) from
this screen.
Tip: When a single new part has been added which is applicable to a
number of equipment, it is more convenient to do so from the
Material Services register. Whereas, when a number of new parts
added are to be linked to a single equipment, it is more
convenient to link from the Equipment Detail, Parts tab
13.02.02.03 Used For Jobs
User can link jobs wherein this particular part is going to be used. Click on
Link Jobs button to link jobs from planned jobs.

After linking job, click on Update to update approximate quantity to be

consumed during the job. To delink any job, click on Delink Jobs.
13.02.02.04 Transactions
Lists all transactions recorded for the part, i.e. in and out of stock. This
includes stock received from Purchase Orders, any stock rectification entries,
etc. Click on Add New to register part transaction entry.
13.02.02.05 Requisition
This tab will list all requisitions where this part is requisitioned. User can click
on VR No to access the requisition.
For the user’s convenience technical documents, such as scanned images or
Maker’s Technical Notes (soft files) pertaining to the part, may be linked with
the same, using the Upload button from the taskbar. To view any listed item,
select it from the list and click on the View button. Likewise to delink the
attachment, click on the Detach button.

13.02.03 Register a New Part

It is recommended that a new part be added for equipment from the Spare
parts tab of the relevant Equipment Detail window, as follows.
Click on the Add New icon from the toolbar. In the blank Part Detail window
that opens up, update the following:
 The Part No. is automatically chosen by the program
 Enter the Part Name,
 Select the Maker Code (use the magnifying glass button next
to it and search for relevant maker from address),
 Enter the Stock,
 Select the Unit, Location, Part Type (select from drop down
list),
 Enter the Drawing No., Pos. No., Maker’s Reference and

Remarks (additional details – material, dimensions etc)
 Click on the Save button to save the newly created part

The saved part is automatically linked to the Equipment from where it was
created.
If the part is also applicable to more equipment, these may be linked from the
User For Equipments Tab
Alternatively a part can be added from the Material-Services Register, as

follows.
Prior to adding a part to the database, please check if the database already
contains the part (perhaps with a different name).
The convention adopted to number a part is to take the first eight characters
of the Equipment No. to which it belongs and add 4 more digits (running
Nos.).
From Material Services, click on Add New and then select the Site and
Equipment number for which the part is to be created.
After selecting equipment, next sequential part number for that equipment will
be automatically assigned by the system. Enter part name, other available
details and then click on Save icon.
Please note that the numbering system detailed here is only for
guideline and may vary in your installation.
Note: For all multi-unit equipment having the same set of spares, the spare
set, needs to be entered only once. This set may be linked to all the units.
Spares for ME cylinder covers may be registered only once but can be linked
,
to all the units. However for numbering these spares the Equipment No. of
the first unit is assigned.

13.02.04 Edit Part Details
The procedure to update the fields on the Part Details is the same as that
mentioned in the above procedure.
Filter and view the list of parts using the Part No. and/or Part Name fields
from the Filter Criteria for Material Services Register (as detailed in the above
mentioned procedure).
Click on the Part No to view the Part Details
Any detail, except for the Part No. may be modified in the respective fields.
The Save and Cancel buttons become active after making any modification,
click the former to save changes made. To reverse changes, click the Cancel
button.
13.02.05 Link / Delink a Part to / from Equipment
This may be done in any of the following two ways:
From the equipment details screen, select the Spare Parts tab and click on
the Link Parts button from the toolbar.
A filter screen opens up.

Enter in the relevant fields such as Part No., Part Name, etc. of the part to be
linked and click on the Filter button.
The grid under the search fields will list the matching parts.
Mark the check boxes of the parts that need to be linked and click on the
Select button.
To delete a part link from the Equipment Details screen, click on Spare Parts
tab, select the part to be delinked and click on the Delink Part button.

A confirmation message appears on top right of the screen confirming

delinking of the spare part.
! Warning: Exercise utmost caution when deleting any part – all links
to equipment will be deleted. The system will not permit
deleting any part that has any pending Requisitions or
Purchase Orders.
13.02.06 Printing Part List / Detail
From Planned Maintenance  Material Services, user can print the spare
parts list or can print individual part details.
For spare part list, use the filter to search for required part list. Thereafter click
on Print, from drop down, tick PDF option and click on Print.

A PDF file will be created which can be saved as soft copy or printed if
required.
Click on spare part no link (in BLUE colour) to view details of the spare part.
Click on Print. Thereafter select the options which can be printed along with
spare part. Click on PDF to create a PDF file.

13.03 Maintenance Routines

The Maintenance Routines register contains all jobs that are scheduled for
Equipment. Master Job/s are linked to equipment and scheduled by defining
an interval. The intervals for the jobs are decided as per guidance from
makers’ manuals of the various equipment, ship owner / manager’s guidelines
and statutory requirements. Each job is assigned responsibility to the relevant
Group carrying out maintenance.
Non-routine job can be registered as a preventive or breakdown job before it

is reported. Such jobs are carried out only once and will not repeat at
intervals.
The Maintenance Routines register consists of:
1. Planned Jobs
2. Jobs Due This Month
3. Jobs Due In Next 1 Month
4. Overdue Jobs
5. Rescheduled Jobs
6. Preventive Jobs
7. Surveys
8. Jobs With Risk Assessment
9. Jobs With Audit
Whereas the folders 2-9 listed above will display items that exist in Planned
Jobs, they have pre-set Filter Criteria to match their folder names and thus
show selective data.
13.03.01 Purpose
The Planned Job register lists all the planned as well as unplanned jobs to be
carried out on board. The record of such planned and other jobs that are
carried out on board can be maintained by using the Maintenance Routines
register.
The following fields in a tabular form identify Planned Jobs

Site Name Ship name

Code PMS system job code from Master Job register
Description Job title from Master Job register
Interval Frequency of job in days / weeks / years / hours / CBM
Due Date Job due date
Due Hours Job due hours
Group Person responsible for the job
Equip. No From the Equipment register
Equip. Name From the Equipment register
Last Done Job done date
Last Hours Job done hours
Job Type1 Category of job i.e. overhaul, survey, lubrication, etc.
Department Department that the equipment belongs to – Deck /
Engine / Safety / Electrical / Certificates (Survey)
13.03.02 Display Planned Jobs List
This register contains all the jobs that have been linked to equipment.
To view the Planned Jobs list, go through Home  Planned Maintenance 

Planned Jobs. Select site if required OR Click on the Refresh icon from the
toolbar to list the complete list of jobs.
The Filtering Criteria - Code, Description, Equip. No., Equipment Name,

Interval, Group, Department, Job type, Job category, calendar dates (to
define a job due date) may be keyed in or options selected from the menus
available, for viewing a selective list of planned jobs. Always select date using
the system calendar. In this case click in the field where date is to be
selected..
Example - To generate a list of jobs for the 2nd Engineer over 6 months, select
the group and dates from the filtering fields and click on Refresh to obtain the
required list.

! Note: Overdue jobs (jobs due today or before today) appear with a red
mark preceding it.
13.03.03 Save & Review Joblists
A displayed list of jobs may be stored for recalling later by using the Save
Joblist icon from the toolbar. In the dialog box that appears, type a name for
the list and click on the Save icon on the dialog box and then on the Close
icon to close the dialog box.
To review this Joblist later, from the Filter Criteria in Planned Jobs, select the
list name from the Job List drop down and click on the Refresh icon.

A saved Joblist may be deleted by using the Delete Joblist icon from the
toolbar.
13.03.04 To view a Planned Job Detail
To view the Planned Job Details of an individual item from the list, click on link
in blue colour under column ‘Code’ to view the following screen.

The Planned Job detail screen has following info:
13.03.04.01 Details
Site Ship’s Name

Equip. No. / Equipment Name From the Equipment register
Job Code / Description PMS system job code and job title as
recorded in Master Job register
Maint. Type Planned / Preventive / Breakdown
Due Date Date when the job is due to be carried
out next
Interval / Interval Type Frequency of job in days / weeks / years
/ hours / CBT
Due Hours The hour meter value at which the job is
due next (for counter based jobs only)
Hour Meter For running hour meter (counter) based
jobs only. When such a job is registered,
hour meters may be assigned according
to the equipment.
Last Done Date Date when maintenance was last carried
out
Last Done Hours Running hours of the Equipment when
the job was last carried out (for counter
based jobs only)
Job Type 1, 2, 3 Selected from the standard job types
specified
Group Person responsible for the job
Account Accounting Code, to automatically debit
maintenance expense from budget while
reporting job
Job category For special jobs job category is
mentioned e.g. where blackout is
required.
History Required Marked as ‘Yes’ where detailed report of
maintenance is required
Read.Meas.Reqd Marked as ‘Yes’ where user is required
to report readings & measurement after
completion of job
MTBR Mean Time Between Reporting –
average based on maintenance history
(calculated automatically by the system)
Rescheduled By Populates with the user login name of
the person rescheduling the job.
Org Due Date Due date before rescheduling job
Org Due Hours Running hours at which job was due
before rescheduling job
Est. ManHours Estimated man hours to complete job
Reason Reason for rescheduling
Remarks Any equipment specific additional
instructions (besides those copied from
Master Job) for the Planned Job

13.03.04.02 Parts Estimated

Spare Parts likely to be consumed when carrying out the Planned Job may be
registered here. Parts may be linked to or unlinked from the job using the Link
Parts and De-link Parts icons from the toolbar.
13.03.04.03 Job Instructions

Detailed procedure for carrying out the job, as mentioned in the maker’s
manual and/or as guided by the technical management – copied from the
Master Job when creating the Planned Job.

A list of all records of the job carried out in the past. To view an individual
report, click on the date highlighted in blue under Log Date column.
13.03.04.05 Audit
Any changes made to the Planned Job – i.e. change in frequency /
responsibility etc are automatically traced and the older values are recorded
in the Audit tab.

For user’s convenience, technical documents such as scanned images or
Maker’s Technical Notes (soft copies) pertaining to the job, may be linked
with the same, using the Upload icon from the taskbar. To view any listed
item, select it from the list and click on the View icon. Likewise to update the
description of the document or the file name, click on the Update button. Use
Detach button to delink the attachment.

13.03.05 Updating a Planned Job Detail
When any change is desired to the Planned Job, it may be done by editing
the relevant field(s) and clicking on the Save button. An audit record
containing previous values for the job is saved in the Audit tab for reference
whenever such an update is made.
Fields that are updateable in the Detail tab are Interval, Interval Type, Job
Types 1, 2 and 3, Group, Account, Job Category, Job Category, Est. ManHrs
and Remarks..
Parts Estimated – Linked / Unlinked / quantities amended
Attachments – Attached / Detached
Risk Assessment – Hazards – Added / Removed / Modified
13.03.06 Deleting Planned Job
Select the Planned Job from the list or open the Job details and click on the
Delete icon from the toolbar.

Click on Ok at the confirmation prompt to delete. Click on Cancel to Revert
! Warning: Exercise utmost caution when deleting any Planned Job –

all linked Maintenance history will be deleted.
13.03.07 Creating A New Planned Job
To create a New Planned Job go through Planned Maintenance > Planned

Jobs Register; click on the Add New icon on the toolbar.
Alternatively, from the chosen equipment detail window’s Planned Job tab,
click on the Add New button.
Update all relevant fields on the Planned Maintenance window and save to
create a new Planned Job.

Select Site from drop down options. New job will be created under selected
site/vessel.
Select the Equip. No. by using + button.

In the Look Up Equipment dialog, filter for the equipment using the Equip. No.
or Name fields (skip this step if creating planned job from Equipment).
Tip - Use a % mark as a prefix when searching using a part of the

equipment name.
Select the required equipment and click on the Select icon on the dialog box,
the Equipment Number and Equipment Name will appear in the respective
fields.
Next, select the Job to be linked to the equipment using the + button near the
Job code field.
Filter and select the required job using the Look Up Job dialog.
It is recommended to look up available jobs and their codes from Master Jobs
Register in the Reference Registers > Maintenance & Purchase from the
Purchase System menu.
If the required job does not exist, it will have to be added as Master Jobs first.

Update Interval and Interval Type.
For jobs having Interval Type hours – Hour Meter is to be selected using the +
button from the Hour Meter field.
In the Look Up Hour Meter dialog, search for the Hour Meter by the code or
description (equipment name), chose relevant item and click on the Select
icon.

The last done hours (total hours run by the equipment at the time of last
overhaul or 0 for new equipment) must be entered (for Running Hours based
jobs). The Last Done Date and Due Date are automatically calculated basis
average hours per day of the machine.
Select / type the last done date (for calendar based jobs only).
Tip – Clicking the date picker button in all date fields displays a
calendar. Click on a date of choice to register the value in the
field.
Group is automatically selected from the Master Job reference; however it

may be updated by clicking on + sign.
An Account code is automatically selected from the Master Job reference;

however it may be updated by making a selection from the drop down
options.
History required option must be set to Yes where entering a report on the
maintenance when reporting the job is deemed mandatory. All maintenance
Reports for such jobs where History is required and not reported cannot be
Filed in the system.
Additional Instructions for the Planned Job may be typed in the Remarks box
in the lower half of the screen.
When completed, click on the Save icon on the toolbar. The job will be
automatically scheduled for the next due date and the next due counter (if
applicable) depending on the interval.
! Note: The Date Due for Running Hour dependent jobs are projected
basis the average reading of the Hour Meter; and could vary
every time the Hour Meter readings are updated.
Parts expected to be consumed while carrying out a job can be added from
the Parts estimated tab.
Click on the Link Parts icon from the toolbar and use the filter fields to list
applicable parts. Select the parts required while carrying out the job and click
on Select button.

In the upcoming screen, select the spare part where estimated quantity to be
updated. Click on Update.
Update column required, and thereafter click on Save.
The part/s with estimated quantity will be added to the Planned Job. This
works as a guide to the persons who would carry out that job.

Existing parts, linked incorrectly may be removed from the list by selecting the
part and clicking on the Delink Parts icon on the toolbar.
Job instructions will be automatically copied from the Master Job. User can
only view the instructions. To update job instructions, user can go to master
jobs and update.
Risk Assessment for the job is automatically copied from the Master Job
used. However any additional Hazards Identified for the particular Planned
Job can be registered using the Add New button on the toolbar when viewing
the Risk Assessment tab.
13.03.08 Reporting of Jobs
Jobs Due This Month folder under the Maintenance Routines Register
provides a convenient list for reporting jobs.
Select an appropriate option from the Group drop down list in the Filter
Criteria and click on the Refresh icon.

Alternatively, filtering for a saved Job list from Planned Jobs folder may also
be used.
From the list of jobs displayed, select the job to be reported. To view the job
first, click on the Code (in blue colour) and then click on Report Work icon
from the toolbar.
A new Maintenance log record is created with a unique Job Order Number.
In the form that opens up for reporting work, choose the date at which work
was done (for calendar based jobs only) – the default date is the PC system
date, which can be updated by using the Date Picker button (select a date in
the calendar that opens up by clicking on it).
For running hours based jobs, record counter value of the respective
equipment in the Total Running Hours field.
IMPORTANT – The value of Total Running Hours must be the hours run
by the equipment since installation.
Select the condition of the machine after maintenance from the drop down
list.

NOTE – In case of rotating instances of equipment, update the status of

the unit being put out of service as Spare. Likewise for the unit
being put back in service, update its Condition in the Equipment
Register from Spare to Satisfactory.
Work done report or history on the work carried out may be entered in the
large blank box in the lower part of the window.
Click on the Save button on the toolbar to save the report.
Spare Parts consumed while carrying out the maintenance can be reported
from the Part Used tab of the Maintenance Report window. Click on the Parts
Used tab and then on the Add Used Parts icon from the toolbar.
In the upcoming window, filter & tick desired parts and thereafter click on
Select.

Thereafter, select the part and click on Update.
Update column Qty and click on Save.
The stock for the items consumed will be automatically updated.
To remove any spare part attached by mistake, select it from the list of parts
used and click on the Remove Part icon from the toolbar.
Quantities entered wrongly may also be amended directly from the used field.

Any images or scanned / soft reports of the maintenance may be linked to the
Maintenance Report from the Attachments tab using the Upload button from
the toolbar. Click on Upload button. From upcoming window, select and
upload one or more attachments.
On completion of Maintenance Log report, click on Close and select the next
job to be reported

13.03.09 Rescheduling of Jobs
If a job needs to be postponed from its scheduled date, the job plan may be
deferred in the PMS as well. To defer the said job, open the job by clicking on
the Code (in blue colour) and then click on Reschedule Work icon from the
toolbar.
In the Reschedule Job dialog box enter the rescheduled date in the New Date
field, the rescheduled hours in the New Counter field for Counter based jobs.
Also type in the reason for rescheduling (which is mandatory) and click on the
Save icon.
Due Date (and Due Hours for Running hours dependent jobs) will be updated
to the New values entered and the original due date (and hours) will appear
on the Planned Maintenance window along with the reason for rescheduling.

Rescheduled jobs can be viewed by selecting Rescheduled Jobs folder under

the Maintenance Routines. Click on Refresh to view all rescheduled jobs or
use the Filter Criteria and then Refresh to view selective data.

13.03.10 Surveys
All CSM jobs that are registered can be assigned the relevant Job Type. This
job type can be selected from the parameter Survey Code in the Site
Configuration section for each vessel. (Administration > Site Configuration
and select the Site).
This selection will set the Surveys folder under Maintenance Routines
Register to list all CSM jobs. A ready reference is available at all times to
directly view the status of CSM jobs.

13.03.11 Preventive / Corrective Jobs
Certain jobs for preventive or breakdown maintenance may be carried out

only once and not necessarily repeated over intervals. These jobs can be
recorded in the Preventive / Corrective Jobs folder under the Maintenance
Routines Register of ShipMaster eVIMS.
To register such a job, select the Maintenance Routines > Preventive Jobs
folder and click on Add New icon from the toolbar.
In the Planned Maintenance window that appears, select appropriate
Equipment.
For Maintenance Type select Preventive or Breakdown, as applicable. The
Interval and Interval Type fields will appear inactive upon making above
selection.
Job code and Description must be typed in the fields, as appropriate
Select the job plan date as the due date; select job type(s); select Group, as
applicable. Click on the Save icon on the toolbar.
Select the Preventive / Breakdown folder from the Maintenance Routines

register and click on the Refresh icon from the toolbar to view all such jobs.

These jobs may be reported normally according to the procedure mentioned

in Reporting of Jobs section of the manual.
However, in addition to above, the Fault Code, Fault Reason and Fault Result
drop down options may be also selected appropriately in the Maintenance
Report window for recording failure information.
For all preventive/corrective jobs, history can be reported in Remarks window.

Click on Save after reporting of job is completed.

14. Maintenance History
14.01 Purpose
This register will record all history related to jobs & spare parts. All transaction
logs like Maintenance log without history, Maintenance log with history,
Maintenance log with check lists, Maintenance log with readings, inventory
update, receipt of material, consumption, etc., will be listed along with details
about that transaction.
Click on Maintenance History.
All options under Maintenance History will be displayed.
14.02 Spare Part Transactions
As described earlier, this register will record all transactions with details. User
can create new record; however the transactions are automatically created as
soon as there is an update in stock.
Click on Add New button to create new transaction record.
From the upcoming window, select Site, Part No, Equip No. Transaction can
be selected from drop down menu. Unit Price shall be updated manually. If
available then update other fields like Account Code, Job Order, PO No., etc
by clicking on + sign. Click on Save.

For convenience, the following four folders are available for user to monitor
transaction for a specific period.
Part Log – All parts logs can be filtered. User can define the period range.
Last Year – By default, the log will filter for part logs pertaining to last year.
User can define other fields in filters, except for date range.
This Year - By default, the log will filter for part logs pertaining to current year
(Log From Date will be 1st January and Log To Date will be 31st December of
the current year). User can define other fields in filters, except for date range.
This Month - By default, the log will filter for part logs pertaining to current
month (Log From Date will be 1st of current month and Log To Date will be
last day of the current month). User can define other fields in filters, except for
date range.
Example – Transaction for last 3 months with transaction type as Received.
14.03 Maintenance Log
As described earlier, this register will record all maintenance logs with details.
The logs are automatically created as soon as job is reported.
Update the filter as per your requirements and click on Refresh.

To open maintenance log record, click on Job Order No. highlighted in blue.
In the maintenance log detail window, user can view details like ‘Work Done
On’, ‘Total Running Hours’, ‘Group’, ‘Remarks’, etc.
Tab ‘Parts Used’ will list any parts consumed during maintenance and
reported in system.
Tab ‘Job Instructions’ will display job procedure.
Tab ‘Attachments’ list any attachments linked to the maintenance log.
For convenience, the following folders are available for user to monitor
maintenance logs for a specific period.
Maintenance Log Detail – All maintenance logs can be filtered. User can
define the period range.

Last Year – By default, the log will filter for maintenance logs pertaining to
last year. User can define other fields in filters, except for date range.
This Year - By default, the log will filter for maintenance logs pertaining to
current year (Log from Date will be 1st January and Log To Date will be 31st
December of the current year). User can define other fields in filters, except
for date range.
This Month - By default, the log will filter for maintenance logs pertaining to
current month (Log From Date will be 1st of current month and Log To Date
will be last day of the current month). User can define other fields in filters,
except for date range.
With History – This option will filter for maintenance logs where history is
reported while reporting job. User can define the period range.

15. Purchase Management

15.01 Flow Chart
Ship Office
Create Requisition Scrutinize and update ( if necessary
(Status: Proposal) ) Requisition (Status: Requested)
OR
OR
Cancel Approve Assign Delivery Address and

Requisition Requisition Request For Quotations from
(Status: Proposal vendors (Status: Quotation)
Cancelled) (Status:
Requested)
OR
Compare prices and

approve Quotation
(Status: Quotation)
OR
Create Purchase Order

(Status: Ordered)
OR
Receive Purchase Order

(Status: Received) Cancel Purchase Order
(Status: Cancelled)
OR
File Order
Update Received
Quantities
(Status: Short Close PO
Supply) (Status:
Completed)
OR
OR

15.02 Description
Parts to be ordered for Equipment are compiled together in a requisition form.

This form is initially assigned the status Proposal automatically by the
System. Senior management on board (depending upon Company’s policy)
confirms the items and quantities of the requisition and approves the
requisition, which is in Proposal status, the status of the requisition changes
to Requested.
The requisition is then transferred to the Office installation by routine data

exports (period as defined by the company). The Purchaser would then send
out Request For Quotation to various vendors.
Upon receipt of the quotations, they are compared for prices and a vendor is
approved. After final review, the requisition will be converted to a Purchase
Order and the order will be placed with the approved vendor/s.
The items of the Purchase Order will then be supplied to the vessel and upon
receipt of all items, the status will change to Received.
When receipt of any item is recorded as lesser then that ordered in the
system, the form status automatically changes to Short Supply. If the short
supplied items are delivered later, the received quantities can be updated
again and then the PO may be closed. Alternatively if the pending items on a
Short Supply PO are cancelled, the PO may then be closed. The Office will
finally File the PO, the form being transferred form Purchase Order to Filed
Order.
The change of the requisition form status at either end (vessel or office) is
synchronised with routine exchange of data export files.

15.03 Requisition
15.03.01 Purpose
Requisition is used for requisitioning spare parts, consumables and services
by the ship or office.
The following fields in a tabular form identify Requisition:
Site The ship for which the requisition is created

Status Status of the requisition Proposal / Requested / Quotation /
Approved / Cancelled
Vendor The vendor name after the same is approved
Reqn. No. Automatically generated unique number for each requisition
Title Header for the requisition
Reqn. Type Classification of the type of requisition e.g. spare /
consumables / service
Account Code The account code for budget purpose
Priority The requisition priority to be selected from drop down
Vessel Ref Any internal reference number for identification of requisition
From From date
To To date
For users convenience, requisitions / PO line or radio button in front of

requisition no. / PO no. is coloured as follows, indicating different status.
Type Status Colour

Requisition Urgent requisition Light Salmon
Requisition Critical Requisition Crimson
Requisition Quotation Light Golden Rod Yellow & Aqua
For Check Box
Requisition Sent For Approval Sienna For Check Box
Requisition Waiting For L1 Approval Peach Puff
Requisition Ready To Create PO Green
Purchase Order Urgent requisition Light Salmon
Purchase Order Critical Requisition Crimson
Purchase Order Completed/Received Green

15.03.02 Display Requisitions List and Details

From the main program window Click on Purchase Management >
Requisition.
The Filter Criteria provide options such as Site, Status, Vendor, Requisition
No., Title, Requisition Type, Account Code, Priority, Vessel Reference, From
Date, To Date. Calendar dates (to define a Requisition Created and Delivery
Date). Entering values or selecting options from the available menus and
clicking on the Refresh icon, a list of existing Requisitions can be obtained.
To view details, Select the requisition from the list and click on the Requisition
No Link. Following window will open, displaying details of the requisition.
Requisition detail has following 7 tabs.
15.03.02.01 Detail
All details seen in the list view like priority, Department, Account, Payment
Terms, Delivery terms, etc.
15.03.02.02 Items
Lists Items contained in the Requisition. Addition of more items and removal
of unwanted items can be done using the Add Items and Remove Items
buttons, respectively. The Update Item icon on the toolbar can be used to
update the details of the selected item.

At the end of item line (on far right), buttons for Remarks and Equipment are
provided.
Remarks will list all remarks about that spare part. Equipment will display all
details about equipment, for the user to review additional information about
the spare part and equipment without switching to respective tabs like spare
part details and equipment details.
15.03.02.03 Vessel Comments

Any specific instructions by vessel regarding the requisition will appear in this
section.
15.03.02.04 Instruction to Vendors

Instructions by Office/vessel about the requisition related to supply of items or
any special requirement to be conveyed to the vendor.
15.03.02.05 Audit
This tab displays all log entries about that particular requisition. It will list the
logs in descending order with latest update on top. A very important feature
for tracking the progress and update carried out in the requisition.
15.03.02.06 Reqn Comments

Any internal communication about the requisition can be carried out using this
tab. The concerned User can update this section by adding his comments.

Click on Add Comments button, a row with automatic entries for Updated and
User Name columns will be inserted. User can add comments under column
Comments. Click on Save once completed.
This tab will help user in attaching external documents like image, photo, PDF
file, etc. User can attach, detach and view attachments from this tab.
View button will enable user to view attachment. Select the attachment to be
viewed and click on View button.
To attach a document, photo etc, click on Upload button. From upcoming

screen, type Description and click on Select File button to select the file.
Select the file and click on Open to be uploaded.

The file will be listed under option Select files to upload. Click on Upload. Tick
the option Send To Vendor if the attachments are to be sent to vendor.
For detaching an attachment, select the document and click on Detach option
from toolbar.
15.03.03 Creating / Editing a Requisition
Click on the New icon from the toolbar to create new requisition. A blank
requisition form will be opened. Select the Site. As soon as user selects
vessel, the requisition no. will be auto generated.

The status of the requisition is Requisition at this stage which will change to
Requested on saving the record. Contents of the requisition can be edited till
it is in Requested status.
A. Detail Tab - Following fields are to be updated (mandatory fields

are marked with Red *)
1. Description – a title for the requisition,

2. Select the Requisition Type – Click on + sign and then from below
window tick the option (depending on whether the requisition is for
Spares or Consumables or Service) and click on Select.
By clicking on New button, user can add new record directly from this
window.
3. Vsl Ref – This field can be used to mention any internal number for
requisition.

4. Equip. No. (and Name) using the search button and then filter and
select the required equipment
5. Similarly Select Delivery Port using Filter.

6. Similarly Select Priority using Filter.
7. Select the Department and Account so that requisition can be saved.
8. Requested date is the date of the requisition and by default Deliver By
will be assigned as one month ahead of requisition date. Delivery By
date can only be updated using calendar option. Same is available by
clicking in the date field.
9. Click on the Save icon, following message will appear.
B. In the items tab
Click on the Add Items icon from the toolbar.
In the upcoming window, the Part No. option is already updated /can update
with equipment no. of the requisition. Click on Filter to list all parts linked to
that equipment.

User may also give his own criteria for searching parts.
Click on Edit, update the quantity requested in column Requested. Click on

Save. Repeat same task for other required items.
Click on ‘Select’ button to add items.
The items wherein requested quantity is updated will get added as line items
for that requisition.
To edit the item quantity again, select the Item and click on Update button
which will activate Requested field, update the quantity in column Requested.
Click on Save.
To remove items from requisition, select the item and click on Remove Item.
A facility to see the previous purchase history for the selected item is also
available. User needs to select the part and click on Purchase History.
A new window Item Purchase History will open, displaying all requisitions
where this item is or was ordered.
This helps User to see previously from which vendor and at what price the
item was purchased and if already ordered, avoids repeat ordering.
Note: Office can only view and process the requisitions which are in
Requested status
While adding unlisted items, click on option Add Unlisted Items. In the
upcoming window, update all open fields like Part name, Part unit, quantity
required, Maker’s Reference, Drawing No. and Pos No. Click on Save.
Repeat above procedure to include more unlisted items into the requisition.
15.03.04 Cancelling a Requisition
Requisition can be cancelled either from Requisition screen or from

Requisition Detail screen. Select the requisition to be cancelled from the list
and open Requisition Detail window. Click on the Cancel Requisition icon.
The following message is will be prompted, to confirm cancellation of the
requisition, click on Ok to confirm.
On clicking the Refresh button, the status of that requisition will change to
Cancelled.
15.03.05 Reset Requisition

Reset requisition will reset the requisition from any status to Requested
status. Select the requisition and click on Reset Requisition button. A
confirmation window will open, click on Ok. The selected requisition will revert
to Requested status.
15.04 Sending a Request For Quotation
For Requisition which is in Requested status, Request For Quotation (RFQ)

can be sent to (up to) 6 vendors.
For mailing the enquiry, the recipient vendors must be registered in the
Address register under Reference Registers > Common Registers
Kindly refer to section on Address for details.
A. To send RFQs
Select the requisition from list or open the Requisition Detail window and click
on Send RFQ.
Following window will open.
RFQ Format – By default, Default is displayed, desirable format can be

selected using drop down option.
Registered Quotations – Lists vendors to which quotations have already been
sent for this requisition, so as to avoid duplication of RFQs to those vendors.
Add – By clicking on Add, the User can select vendors. If any vendor has
alternate mail id, then that mail id will be automatically updated in Alternate
Email field.
Remove – If user wishes to remove any vendor, then he can select the mail id
of the vendor and click on Remove to delist them.
Convert To RFQ – No mail is sent to the vendor and only RFQ files are
generated for selected vendors.
Send RFQ – Mail will be sent to selected vendors with RFQ file as an
attachment.
B. Select Vendors For Sending RFQ
Click on Add button. The following window will open.
Filter – The upper half of the window will provide user filter for desired
vendors. One or all criterions can be entered/selected to obtain list of specific
vendors.
Filter Button – After updating options in filter area, click on Filter to get the
desired results.
Mark Button – After ticking against the vendors, click on Mark to add selected
vendors, to the Selected Vendors window.
Unmark Button – Select the vendors from Selected Vendors window and click
on UnMark, to de-list them from Selected Vendors list.
Selected Vendors – All selected vendors are listed on upper right corner of
the window. As soon as vendors are marked, the same will be listed.
New Button – This facilitates adding address (new vendor) directly from this
window, thus reducing time in going back to address register for adding a new
record. After addition, the new address is available for selection.
Select Button – Final selection for sending RFQ.
Close Button – To close the window.
After selecting the vendors, click on Convert to RFQ or Send RFQ as per
requirement.
Success prompt will open for every vendor the RFQ has been sent to.
Click Close to close the window.
After sending or converting RFQ, the status of the requisition will change to
Quotation.
15.05 Updating Received Quotations
15.05.01 Quotations received by Email
The connection to LesConnect B-to-B portal enables the RFQ to be mailed

directly to vendor in vendor’s own format. This RFQ automatically gets
imported into vendor’s system. Vendor will update the RFQ in his system and
then send the updated Quotation to LesConnect. The LesConnect will convert
the quote into buyer’s format and import same directly into ShipMaster
eVIMS.
15.05.02 Manual Updation
15.05.02.01 Manual Update (Through System)
In case of updated quotation is received on fax, phone, XL sheets, etc,

manual updations are carried out to update quotation in ShipMaster eVIMS.
Select the requisition for which quotation is to be updated. Click on View

Quote.
The list of quotations will be displayed. The quotation to be updated can be

opened by clicking on Vendor Name (in blue colour).
Quotation Detail window will open. Update the currency by clicking on + sign
and thereafter filtering and selecting for the currency of the quotation.
Update fields like Delivery Days, Vendor Reference, Received Date, Valid
Upto, Others (charges), freight, Discount in %, etc. Remarks can also be
updated. Click Save. If discount is mentioned, a message confirming passing
discount to line items will pop up. Click on Yes. Click Ok to confirm saving of
changes.
Click on Items tab. Select the item and click on Update item button. Update
the values as mentioned in quotation in Qty and Price column against the
item.
New listed or unlisted items can be added using buttons Add Items and Add
Unlisted Items respectively. The procedure has already been described in
section 15.03.03 – B.
Tick and select an item, click on View Details. A new window displaying
details about the selected item will open. User can make changes in the detail
screen, these will be reflected in the quotation. By clicking Update Spare
Parts, the changes will get transfer to not only quotation but to spare part
details. Click on Save.
Recalculate button will recalculate requisition total, after carrying out

updations in costs.
Requisition Details button will take the user back to requisition detail screen.
This will be useful in case the user requires any reference of the requisition.
Each time, when quotation is updated, a new version of quotation will be

created automatically. Latest quotation version will be displayed when
quotation detail is opened.
However, user may only view previous versions of quotation by clicking on

Version tab.
15.05.02.02 Manual Update (Through Excel Sheet)
The quotation imported in the ShipMaster eVIMS can be updated by

exporting/importing excel sheet.
Open the quotation that is to be updated by clicking on the vendor name (in
blue colour).
Click on Items tab to open the item list.
Click on Export To Excel.
The excel file is automatically downloaded in the Download folder OR the user
will be asked to provide folder as per settings of the PC.
Open the excel quotation file. Only price, discount (in %), delivery time &
remarks are updatable fields.
After updating the relevant fields, save the excel file.
Click on Import From Excel.
Thereafter, from the upcoming window, click on Select File. Select the file,
click on Open.
Click on Import.
The message Line Items Imported Successfully appears on successful

importing of the file.
The quotation gets updated with values in excel file.
15.06 Comparing and Approving Quotation

On receipt of quotes from the vendors, the receipt validity dates and the
prices are updated on the respective forms in the Quotations.
ShipMaster eVIMS offers a multi level approval system for quotations,
wherein depending on value of quotation and as per company’s policy, the
approval will be done by more than one user. The purchaser will send the
quotations for approval and depending upon value, the approval process will
be multi layered.
To compare the quotations for a requisition, view the detail screen for the
particular requisition and click on View Quote.
Thereafter either click on Compare Quote or Compare items.
Compare Quote button will export the comparison in MS-Excel and user can
save the comparison.
Compare Items button will display comparison of pricing for all quotations.
Coloured item pricing indicates lowest pricing for that item amongst all
quotations.
In Compare Items window, user may also update/change the Approved qty.
User can split the requisition using Split Requisition button. Kindly refer to the
section 15.08 for splitting requisition.
Click on Close.
After comparing the items and quotations, the requisition form can be sent for
approval by clicking on Send For Approval.
The status of requisition changes from Quotation to Waiting for L1 Approval.

This is first level approval. After approval from L1 level user, as per the
company policy, it may require approval from L2 and then L3 level users.
Select the quotation to be approved. Click Approve Quotation from menu.
Approve Quotation window will open, where user can edit Remark field. Click
on Ok.
The colour of approved quotation will change.
In addition, also approval date and user name will get populated in the
approved quotation line.
In main requisition form, Vendor Name and pricing will get updated as per
approved quotation.
Once the approval process is completed, the status of the requisition now
gets updated to Ready to create PO.
15.07 Creating a Purchase Order
A Requisition with status ‘Ready to create PO’ that has been assigned a
vendor; prices updated for items, freight and other expenses; and updated
discount offered by vendor (if any) would be considered ready for converting
to a Purchase Order (PO).
Purchaser can select the said requisition and click on Send PO from menu.
Send PO window will open. Send PO window will display details like
requisition no., title, status, mail id of vendor, message, etc.
Convert To PO will convert the said requisition to purchase order (status –

Ordered) but without sending any mail to the vendor.
Send PO will convert the requisition to purchase order (status – Ordered) and
also send mail to vendor’s registered email id.
PO Confirmation window will open. User can update remarks. Click on Ok.
Success message will appear.
Click Close to exit from Send PO window.
The requisition will move from Requisition folder to Purchase Order folder.
The status of the Purchase Order will be Ordered.
If a PO (PO items) is delivered to the forwarder, then At Forwarder date can

be updated in PO detail window.
15.08 Splitting a Requisition / Order
Splitting requisition, which is in requested status is also possible. For

example, if a requisition for main engine parts is created, however it also
contains parts for turbocharger and for both set of parts, the makers are
different. In such cases the requisition itself can be spilt. There is no limit for
number of times a requisition can be split.
Select the requisition and click on Split Requisition. In the upcoming window,
requisition no. Will be automatically suffixed with /A. If user splits this
requisition again then automatically assigned requisition no. will be suffixed
with /B. Assign appropriate Title. Select Items to transfer to new requisition.
Click on Split Requisition.
Success message will appear.
A new split requisition will be added to requisitions with requested status.
15.09 Copying a Requisition / Order
As name suggests, a copy of existing requisition can be made with all or only
some of the items from the original requisition.
In addition, parts on a requisition can be added to other requisition using Copy
Requisition button.
Copy Requisition
Select requisition to be copied. Click on Copy Requisition button. From the

upcoming window, select the To Site from the drop down list. As Site is
selected, the requisition no. will be automatically generated. Update the Title
of the requisition. User may select parts to be copied to new requisition. Else
a tick on Select All option to select all parts. Click on Copy Requisition. A new
requisition will be created with selected or all parts.
A Success message will appear stating Copied to (new requisition no). The
Copy Requisition window is still open, allowing user to copy the requisition
again to same or other vessel in the fleet. Click on Close to exit the window.
Add Items To Any Requisition Using Copy Requisition
Select requisition to be copied. Click on Copy Requisition button. From the

upcoming window, select To Site from the drop down list.
Tick the option Add Items To Requisition. A + sign will appear against
requisition no option.
Click on + sign to select the requisition, to which items are to be copied.
From the upcoming window, type requisition no or description as illustrated.

Click on Filter to filter for requisitions. Click on the check box of the requisition
where items are to be copied and then click on Select. The selected
requisition no. appear against option Reqn No. Select parts or click on Select
All to select all items. Click on Copy Requisition to copy items. A Success
message will appear stating Copied to (new requisition no). The Copy
Requisition window is still open allowing user to copy any other items to any
requisition to same or other vessel in the fleet. Click on Close to exit the
window.
15.10 Receiving Parts
Items from PO when received, must also be updated in the ShipMaster

eVIMS to update the inventory automatically.
However, receiving of Purchase Order will be normally be done in

ShipMaster eVIMS on the vessels, which will reflect into ShipMaster eVIMS
after replication.
In ShipMaster eVIMS, receiving can be done against a Purchase Order with

Ordered or Shipped status. Open the Purchase Order Detail screen and click
on the Receive Order button from the toolbar.
From Receive Order window, click in the empty space against Receive Date
to update received date using a calendar. Click on Ok after selecting date and
thereafter, click Ok in Receive Order window.
The status of the purchase order will update to Received.
If actual quantity of items received is different from that ordered, switch to the
items tab and select the item and click on Update button, enter the correct
quantity in the Received field (default value is same as that ordered).
Click on the Save button on the toolbar.
The inventory value will then be corrected and also the status of the PO will
automatically change to Short Supply.
15.11 Filing a Purchase Order
All POs in received status may be Filed.

Select the PO to be filed and open the Purchase Order Detail.
From the Purchase Order Detail screen click on the File PO button.
Click on Ok at the confirmation prompt or click on Cancel to revert.
The status of the PO will also change to Completed.
15.12 Cancelling a Purchase Order
To cancel a Purchase Order, filter for the form from the Purchase Order
Register. Open the Purchase Order detail screen and click on the Cancel PO
button from the toolbar.
Select Ok on the confirmation screen to proceed.
A confirmation window will appear.
The status of the PO will change to Cancelled PO.
15.13 Invoice Module

ShipMaster eVIMS provides facility to register invoice for one or more
purchase orders. It also generates various account reconciliation reports for
management.
Click on Purchase System > Purchase – Management > Invoice.
15.13.01 Registering Invoice
Click on Add New button from the menu.
In the upcoming window, select Site from the drop down menu. For selecting
PO No., click on + sign, filter for purchase order. Select the purchase order
and click on Select.
Enter Invoice No. manually.
Select the Invoice Type from drop down menu (Invoice or Credit Note).
If you have IBAN Id, BIC Id, Payment Ref, Account Owner etc, update the
same. Bill To and Address will be automatically updated as soon as Site is
selected.
Click on Save.
Follow up Tab – In this tab, user can update whether this is final payment,
allowances, charges, portal sent date, etc. A check box for exporting to the
accounting system is also provided. However, the same will only be exported
only if the utility for same has also been installed.
Invoice Items – The already included POs with items are listed. User can
update the invoice by using Add PO, Add Unlisted Items, Add PO Item,
Remove Item and Remove PO.
Attachments – Any attachments to the invoice can be uploaded from this tab.
Comments – Remarks can be entered in this tab.
Audit – All actions performed on invoice are automatically recorded in
descending order.
Missing Info – In this tab the System will display any information missed by
the user.
15.13.02 Invoice Reports
Invoice module generates following 3 reports.
Invoice Status Report – Report will provide information on status of invoices.

The report can be vessel wise, period wise, invoice amount wise, paid
amount wise, invoice type wise, etc. User can generate a customised report
based on requirements.
Invoice Projection Report – It will provide information on projections for the

next 3 months.
Invoice Process days – Information regarding no of days for verification, days

for approval, for a particular vessel.
16 Administration
All functions pertaining to creation of users and organisation of rules
depending on users’ roles are managed from this module. Administration of
database is also covered under this section.
NOTE: The access to this module must be restricted only to the System
Administrator.
16.01 Database Administration

16.01.01 Reset Database
When prompted with error for Duplication of index values, this option may be
used to reset the index sequences of the database.
From Administration > Administration > Database Administration, select

Reset Database. Click on the Reset button. Thereafter, a progress bar will be
displayed regarding reset process. It may take time to reset, depending upon
size of the database.
16.01.02 Site Configuration
Parameters and default options for the various modules and directories of
every Site used by ShipMaster eVIMS may be set from Site Configuration.
The Site Configuration will be pre-set at the time of software installation /
configuration as per client requirements. However, these may be altered any
time after installation.
To set up Site Configuration, Administration > Administration > Database

Administration, select Site Configuration
In the Site Configuration window, select Site for which the parameters are to
be set up, thereafter, select Application. Click on Refresh. Existing settings
will be displayed.
Click on the value and click on Update. Click on Save after updating.
16.01.03 Site Share
For standardisation of Master Registers and Reference Registers across

Fleet (recommended) or per Ship Class, the following Master Registers &
Reference Registers may be shared.
Administration:
User Administration (recommended to share with office for each site)
Master Registers:
Department Account Code
Part Unit Part Type
Requisition Priority Requisition Type
Delivery Terms Payment Terms
Equipment Condition Port of Delivery
Ship Type Currency & Currency Log
Users and related tables
Reference Registers:
Address
NOTE: Site Share feature needs to be set only in Office installation.

When used, the contents of registers that are shared must also
be updated / edited only from the Office site. User Type Access
Rights must also be set accordingly.
Once a particular register is set up as common with office for a
vessel or set up as separate register, then these settings should
not be reversed. Any change in these settings may result in data
corruption
To configure Site Share, from Administration > Database Administration,

select Site Share
In the upcoming window, choose the Site to be shared with Office and click
on Refresh. Against each register (Module Name), which is required to be
shared, select the option and click on Update. Select Office as the option from
the Shared Site field. Click on Save.
16.01.04 Auto Number Format
Auto Number Format provides the facility to set the format for requisition,
purchase order, invoice and maintenance report numbers. The sequence of
generated records is automatic and sequential. The period for resetting the
sequence numbers is also set from this dialog box.
To configure Auto Number Format, from Administration > Administration >

Database Administration, select Auto Number Format
The Requisition Number, Purchase Order Number, Maintenance Number

formats and Invoice number formats can be set as per client’s requirement.
Please contact us to provide you with the Format Masks. Select the option to
be updated and click on Update. The Seq. No field can be updated to set the
next expected sequence number at the time of software installation. The
sequence number may be reset to 1 using the options from Reset Seq. No
(Monthly / Quarterly / 6 Months / Yearly). Click on the Save button to register
changes made.
16.01.05 Execute Script (If Applicable)
To facilitate remote database updates, a utility to run Smart Scripts is inbuilt

into the ShipMaster eVIMS.
Upon receipt of the script file, the same shall be saved in a convenient folder
and then executed using the Smart Script runner as follows.
From Administration > Database Administration, select Execute Script
Open the script file saved earlier. Copy the text inside the file and paste it in
blank window below the menu bar.
Click on Execute. Click on Clear Script to make the window blank.
In case of any error message, mail same to us for troubleshooting at

shipmaster@planmain.com
17 User Administration
An Email id and password must be created in the ShipMaster eVIMS for each user
of the program. While creating the user, a role must be assigned according to the
person’s responsibilities in the organisation.
17.01 Role
A Role in ShipMaster eVIMS is same as the role an individual plays in the

organisation vis-à-vis access rights for operating ShipMaster eVIMS.
From Administration > User Administration, click on Role. From the first screen,
select Role from drop down menu and click on Refresh. Select the module from left
side.
The screen is in two parts. First one is for selecting moduels modules. Second
window will be for granting/revoking access rights.
Options with > sign in front of them will appear. Expand the Options and select and
highlight the module. From second window, select the access to that role for that
module or function.
Click on Save button to update the Access rights.
Click on New button to create new role.
17.02 Users
In this section, UserID, User Name, Password, email, Role and if user is Active can
be updated. New User can be added using this module.
From Administration > User Administration, click on Users. From upcoming screen,
select the Role from drop down menu. Click on Refresh.
List of users linked to Role will be displayed. You may also filter by Login name, User
Name or Active Yes/No. All the users can be filtered by clicking on Refresh Icon,
without selecting any criteria.
Click on user name link (in BLUE colour) to see details about the User. All fields can
be edited. The last option, Active (Yes/No) is used to update user as inactive.
The tab Connected Sites will display all sites with a tick to sites linked to this user.
Click on New to add a new User. Update all information about the user.
Click on Save after completing the update. Thereafter, click on tab Connected Sites
and assign site/s to be assigned to that user. Click on Save.

ShipMaster EVIMS Manual

Uploaded by

Copyright:

Available Formats

You might also like

ShipMaster EVIMS Manual

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

ShipMaster EVIMS Manual

Uploaded by

Copyright:

Available Formats

ShipMaster eVIMS

( ePMS & ePurchase )

© Planmain Quality Consultants (India) Pvt. Ltd.

01. Important Notice

Duplication of the documentation or software is prohibited without the written

Planmain Quality Consultants (India) Pvt. Ltd.

Phone: +91 22 4029 4100

Dec 2021 Planmain Quality Consultants (India) Pvt. Ltd. Page 1

Dec 2021 Planmain Quality Consultants (India) Pvt. Ltd. Page 2

12.01 Common Registers .................................................................................................... 35

Dec 2021 Planmain Quality Consultants (India) Pvt. Ltd. Page 3

15.03.04 Cancelling a Requisition ................................................................................. 101

Dec 2021 Planmain Quality Consultants (India) Pvt. Ltd. Page 4

03. Subscription Agreement

Please read this document carefully before using the software.

This subscription is effective as of the time Subscriber subscribes to the

Dec 2021 Planmain Quality Consultants (India) Pvt. Ltd. Page 5

Disclaimers, Limitation of Remedies and Damages

Dec 2021 Planmain Quality Consultants (India) Pvt. Ltd. Page 6

The ShipMaster eVIMS is a comprehensive tool comprising of three basic

The optimum utilisation of ShipMaster eVIMS cannot be ascribed to this

The included information is about hardware requirements, program

Note: This manual includes descriptions of all ShipMaster eVIMS options

To assist you in use of ShipMaster eVIMS, please consider the following

Dec 2021 Planmain Quality Consultants (India) Pvt. Ltd. Page 7

05. Program Access and Terminology

All mouse operations are consistent with Windows standard conventions. To

Dec 2021 Planmain Quality Consultants (India) Pvt. Ltd. Page 8

06. Technical Support

Planmain Quality Consultants (India) Pvt. Ltd.

Telephone: + 91 22 4029 4100

Dec 2021 Planmain Quality Consultants (India) Pvt. Ltd. Page 9

07. System Overview

Planned Maintenance module helps you to-

Purchase Management module provides the facility to-

 Make Requisitions: on board and in office

Dec 2021 Planmain Quality Consultants (India) Pvt. Ltd. Page 10

08. Salient Features

08.02 Modular Design

08.03 Integration with external documents and forms

This presents unlimited possibilities as customised reporting formats, digital

08.04 User friendly, Intuitive Interface

ShipMaster eVIMS has following features that make operation simple-

Dec 2021 Planmain Quality Consultants (India) Pvt. Ltd. Page 11

08.05 Data Export and Updates by e-mail

Dec 2021 Planmain Quality Consultants (India) Pvt. Ltd. Page 12

9.01 Starting ShipMaster eVIMS

9.02 Security and Access Control

Further access for the various modules, is controlled by the User

Dec 2021 Planmain Quality Consultants (India) Pvt. Ltd. Page 13

9.03 Main Window

Dec 2021 Planmain Quality Consultants (India) Pvt. Ltd. Page 14

9.04 Getting Around in the system

The PMS module includes the Planned maintenance i.e. Equipment,

Dec 2021 Planmain Quality Consultants (India) Pvt. Ltd. Page 15

9.04.01.02 Inventory Control

Dec 2021 Planmain Quality Consultants (India) Pvt. Ltd. Page 16

Kindly refer the section on Inventory Control of the Planned Maintenance

9.04.01.03 Maintenance Routines